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Telephone Etiquette for business success

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The goal of these Business Etiquette Study Sheets is to assist you in becoming photogenic. ... Let the person know that your thankful for his/her patience ... – PowerPoint PPT presentation

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Title: Telephone Etiquette for business success


1
TelephoneEtiquettefor business success
  • Created By Ramon Torres

2
Summary of presentation
  • Telephones is a vital source of communication
  • The goal of these Business Etiquette Study Sheets
    is to assist you in becoming photogenic.
  • It will help
  • pay attention to detail
  • do all the little things that can make a big
    difference
  • outclass your competition.

3
Five great tips
  • How to get your calls returned promptly
  • How to get on the good side of administrative
    personnel, in your attempt to reach
    decision-makers
  • When to use or ignore call waiting
  • Ways to be more effective when leaving a
    voice-mail or answering machine message
  • Which slang terms should not be used in your
    vocabulary when talking to employers.

4
How Phonogenic are you
  • When calling someone, do you identify yourself
    after saying Hello?
  • When screening calls, do you ask whos calling,
    please? rather than who is this?
  • At the end of a call, do you wait to hang up
    until the person you have called has hung up?
  • When answering the phone, do you always have pen
    and paper within your reach?

5
How Phonogenic are you
  • When making telephone calls or receiving them, do
    you make an effort to have a smiling voice.
  • If you put someone on hold, when returning to the
    line, do you say Thanks for waiting. rather
    than, Im back.
  • When calling someone and reaching the persons
    answering machine/voicemail, do you still leave a
    message?

6
How Phonogenic are you
  • When placing a call, after identifying yourself,
    do you ask do you have a minute? or Is this a
    good time to reach you? before explaining the
    reason for your call?
  • Do you avoid phrases such as bye-bye,
    okey-doke and yeah, and use instead all
    right, yes and goodbye?
  • When putting someone on hold, do you ask, May I
    put you on hold? rather than saying Hang on.

7
Telephone etiquette tips
  • Be Prepared
  • Paper and pencil should be within easy reach
  • Remember who called, than acting as though you
    have had a memory lapse
  • Answer Promptly
  • At the end of the first ring should a phone be
    answered.
  • Waiting time seems longer to the caller than it
    actually is.
  • Be Pleasant
  • People who have bad voices have to work twice as
    hard to project themselves on the phone
  • Make an effort to smile when answering and
    hanging up

8
Telephone etiquette tips
  • Identify Yourself
  • After saying hello, immediately identify yourself
  • Ex This is Scott, from Northwood University
  • Respect Others Time
  • Business etiquette states that ask for the
    persons time after you identify yourself.
  • Be Respectful
  • Let the person know that your thankful for
    his/her patience
  • After putting someone on hold, show your
    appreciation by saying, Thank you for waiting

9
Telephone etiquette tips
  • When You Need To Leave a Message
  • Be on your best behavior if you find yourself
    speaking to the persons secretary
  • When speaking to the secretary or administrative
    personnel, try to address them by their name.
  • If you treat the administrative personnel with
    respect and you can get through the door much
    quicker.

10
Telephone etiquette tips
  • How to Get Your Telephone Calls Returned Promptly
  • When calling someone, say when you can be
    reached. The more specific you are, the more
    professionally you will be perceived
  • Be sure to state that fact when identifying
    yourself when calling long distance.
  • Ask Rather Than Just Put Someone on Hold
  • When it is necessary to put someone hold, ask
    than to do so
  • A person should not be on hold more than 30-60
    seconds

11
Five most commonly made telephone courtesy Faux
pas
  • Reaching a wrong number and not apologizing
  • Not returning calls
  • Putting someone on speaker without permission
  • A cute message on your answering machine rather
    than a serious one.
  • Saying he or she has my number rather than
    leaving it.
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